Indiana University


Policies for Service Staff Employees
Represented by AFSCME at Bloomington, Indianapolis, and South Bend



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7.6G IU South Bend and AFSCME Local 1477-01 2009-2011 Agreement

Last Updated: July 1, 2009

Responsible University Office: IU Human Resources

Responsible University Administrator: Vice President and Chief Financial Officer

Policy Contact: IU Human Resources

Subject to the approval of the Board of Trustees of Indiana University and a vote of the membership of AFSCME, Local 1477-01, Indiana University and the Officers of AFSCME, Local 1477-01 are agreeable to the following:

  1. Full-time, appointed Service Maintenance (SM) Staff with an annual base salary of less than $30,000 will receive a $500* one-time, lump-sum payment in accordance with the following criteria:
    1. SM Staff must be in active or leave status on April 1, 2009 and at the time of payment.
    2. The payment will be received in December, 2009. 
    3. *Part-time, appointed SM Staff will receive a prorated payment based on FTE.
  2. Policy 2.7 Promotions and Transfers:  Section B Promotions:  Modify paragraph B. 1 as follows and remove paragraph B.2.
    1. Promotions
      1. Promotions and transfers should be made by examining all factors necessary to determine the best qualifications and capabilities to fill the position.  These factors shall include, but not be limited to:
        1. Seniority
        2. Experience
        3. Past Performance
        4. Job –related educational background
        5. Ability and qualifications to perform the work
        6. Attendance record over the last twelve (12) months (not including extended periods of sick leave of two weeks or more due to serious illness or injury or approved leaves of absence)
      2. When qualifications and capabilities are found relatively equal, employees should then be  ranked in order of occupational unit seniority date (in the occupational unit of promotion) first and University seniority date second.
  3. Policy 2.8 Work Schedules, Hours, Uniforms:  Section D. Uniforms:  Add the following new paragraph  D. 7:
  4. D.7  Safety footwear- The University will determine the need for safety footwear based on position. If the University determines that safety footwear is necessary for a particular position, the employee will be reimbursed up to $100 for the cost of such safety footwear, no more frequently than every other year; provided however, that replacement safety footwear will only be reimbursed if the original footwear was damaged or worn out in the line of work for the University (such that the footwear is no longer able to provide the designed level of safety).  The employee will purchase the footwear and present the footwear and the receipt for them to the Director of Facilities Management (or designee) for reimbursement.  New staff employees will be required to purchase the footwear appropriate for their job assignment.  The new employee shall be reimbursed the $100 upon successful completion of the New Employee Evaluation Period.

  5. Policy 2.8 Work Schedules, Hours, Uniforms:  Add the following new section on flex time:
    1. Flex Time
      1. Indiana University encourages operating units to accommodate the childcare, family care, and other personal needs of employees to the extent possible and consistent with the requirements of the operating unit.
      2. Flex time refers to a change in a work schedule for a single event or series of events that may span several months, but is not a permanent change of a work schedule.
      3. The decision to grant a request for flex time is the sole discretion of the university.  It is not required that flex time be uniformly available to all positions in a department or operating unit.  Not every function is conducive to flex time because of the requirements of operating units.  This should not deter supervisors from approving a flex time request for positions where such scheduling can be accommodated. 
      4. Flex time does not alter the responsibility and authority of department heads to establish and change work schedules as described in Personnel Policy 2.8 (Work Schedules, Hours, Uniforms) and Policy 2.14 (Overtime).  An operating unit that has granted a flex time request may discontinue or alter the arrangement if work needs change or if service is impaired.
      5. Flex time is a special arrangement and a privilege and is not subject to the grievance procedure.
      6. When an employee desires a change in work schedule, the employee will submit the request in writing to the Department Head, or designee, at least 24 hours in advance of the event or beginning of the series of events for which the request is made.
      7. Conditions for granting a flex time request include:
        1. The requested flex time must not interfere with the efficient operation of the university nor adversely affect the services that are provided to students, other operating units, or the public.
        2. The quantity, quality, and timeliness of employee work must be maintained.
        3. Adequate supervision and employee accountability must be maintained.
        4. Flex time must not cause or contribute to the need for additional staff or overtime work.
        5. Rest periods are a normal part of the paid work schedule.  Time allowed for rest periods is not cumulative, and therefore cannot be incorporated into a flex time request.
  6. Personnel Policy 2.14 Overtime:   E. Stand-by Compensation:   Replace the last four sentences of this section of the current policy with the following:
  7. There will be one on-call list maintained and employees in the SMOQ mechanical maintenance rank and above will serve in the on-call rotation.  The on-call employee is responsible for personally filling a minimum of 3 of the weeks  assigned and  either personally working or finding a qualified substitute in advance for any on-call rotations in excess of 3 in a calendar year.  The Assistant Director of Facilities Management may allow exceptions to the requirement that employees personally fill their assignments in the event of emergencies or vacations.  Where allowed by this policy or with Management approval, the supervisor shall be notified in the event of a substitute as soon as possible.

  8. Policy 6.3 Problem Grievance Resolution Procedure: 
  9. All time limits throughout Policy 6.3 will indicate ‘work days’ for purposes of consistency.

  10. Policy 6.3. Problem Grievance Resolution Procedure:  C. Policy:  Insert the following before the last sentence of this section:
  11. Nevertheless, it is the philosophy of the parties that issues that arise in the employment setting should be discussed as early as possible. The Union is encouraged to come forward with ideas and discussion in an effort to effectuate resolution of problems prior to filing a formal grievance and even before corrective action is taken, where possible.  In situations where an employee may be subject to potential termination of employment, if the Union engages the University in a dialogue prior to filing a grievance, and preferably before a final decision is made to discharge an employee, and where the circumstances are appropriate, the University will consider alternatives to termination of employment (such as resignation in lieu of discharge, last chance agreement, etc.). Neither party is required to meet and confer as described above, but it is highly encouraged.

  12. Policy 6.3 Problem Grievance Resolution Procedure:  F. Arbitration:
  13. Delete duplicate language in Section F.1.c.ii.  “The Chancellor or Vice  President will accept, modify or reject the recommendation.  This decision is final and binding on all parties.”  which already appears in Section F.1.d.ii.

  14. Appendix 7.8 Service Maintenance Attendance Program: Section IV:   Add the following new paragraph A.6:
  15. A.6.   Failure to clock in or clock out each day scheduled to work (or called in).  This includes lunch breaks as well as start and end of shift.  As we transition from paper timesheets to the TIME system, we will have a phase –in period of sixty (60) days for employees to acclimate to the TIME system once the system has been fully implemented.  Once that phase-in period has expired, employees will be allowed four (4) instances of missed clock in/out during a twelve (12) month period. Upon reaching the fifth (5th) incident, employees will be subject to corrective action in accordance with the Corrective Action policy.

  16. Health and Wellness Training-Within sixty (60) days after the effective date of this agreement, the University will explore the level of staff interest in training, classes or programs regarding health and wellness issues, such as diabetes control, healthy eating and stress reduction, with the intent of providing access to such instruction where sufficient interest and resources exist.  The University will report its finding in subsequent labor management meetings.

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University Human Resource Services
Last updated: 30 July 2009
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